J045--Chiller Maintenance and Repair Services Iowa City VA Healthcare System

Questions & Answers / Clarifications

This document provides responses to questions and clarifications regarding RFQ 36C26326Q0278.

• Not-to-Exceed (NTE) Amount for Repairs: The VA will not establish a standalone NTE amount for open-ended or as-needed repair services. This approach is being avoided to maintain proper funding control, price reasonableness, and contract administration.
• SOW Structure for Specialized Equipment: The government acknowledges concerns regarding the SOW's requirement for contractors to absorb repair, parts, and rental costs under a fixed threshold (e.g., $25,000), particularly for highly specialized equipment like York YMC2 magnetic bearing chillers. This structure may limit competition from qualified OEM providers.
• Consideration for SOW Modification: The government is considering the following to support full and open competition:
  • Separating preventive maintenance services from repair and replacement work.
  • Performing repair and replacement actions on a case-by-case basis with Contracting Officer approval, based on contractor-provided findings and cost estimates.
• Solicitation Timeline Extension: A brief extension to the solicitation timeline may be considered to incorporate any clarifications or amendments. An additional day will be provided on top of any 3-day extension.

This Q&A document clarifies the government's stance on NTE amounts for repairs and indicates potential modifications to the SOW structure to encourage broader competition for specialized equipment. It also suggests a possible extension to the solicitation deadline.

Amendment / Modification

This amendment to the solicitation makes the following changes:

• Removes a paragraph on page 7 related to a $25,000.00 threshold.

• Removes a paragraph on page 9 also related to a $25,000.00 threshold.

• Extends the solicitation due date to April 11, 2026, at 13:00 CST.

• Clarifies that all solicitation amendments must be signed and returned.

• Page 7

• Page 9

• The proposal submission deadline has been extended to April 11, 2026, at 13:00 CST.

Amendment / Modification

• The solicitation due date has been extended to April 10, 2026, at 13:00 CST.

• Item 11: "THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS" section has been updated to reflect the extended due date.

• The deadline for submitting offers has been extended to 04-10-2026 at 13:00 CDT.

Solicitation / RFP / RFQ

This solicitation is a Request for Quote (RFQ) for Chiller Maintenance and Repair services for the Iowa City VA Healthcare System. The contract will cover a base year and up to four option years.

• Maintenance and repair of three chillers and associated equipment.

• Services include operating inspections, annual preventative maintenance, and predictive maintenance.

• Emergency service calls are required to maintain equipment in serviceable condition.

• The service agreement includes Chiller Startup, Connected Services, and Service Information Access.

• Contractor must adhere to OEM specifications, VHA Directive 1061, Cooling Tower Water Systems standards, and VA Plumbing Design Manual.

• Specific tasks include preventative maintenance, filter changes, lubrication analysis, and technical assistance (phone and on-site).

• Emergency services include 40 hours of labor, potential chiller rental, and emergency equipment parts replacement.

• Contractor must provide qualified refrigeration technicians with current certifications and experience with York and Trane chillers.

• Offerors must demonstrate compliance with VHA Directive 1061 and Cooling Tower Water Systems standards.

• Contractor must be an authorized OEM distributor for parts and services.

• Three years of relevant experience is required.

• Contract Type: Firm Fixed Priced Contract.

• Period of Performance:

  • Base Year: 05/01/2026 – 04/30/2027
  • Option Year 1: 05/01/2027 – 04/30/2028
  • Option Year 2: 05/01/2028 – 04/30/2029
  • Option Year 3: 05/01/2029 – 04/30/2030
  • Option Year 4: 05/01/2030 – 04/30/2031

• Offer Due Date: 04-07-2026, 13:00 CDT.

• All questions must be submitted in writing via email to emanuel.nevarez@va.gov no later than 13:00 CST on 04/03/2026.

• Quotes should be submitted electronically to emanuel.nevarez@va.gov.

• Evaluation Factors: Technical Capability, Past Performance, and Price (Best Value evaluation).

• Technical Capability will be evaluated as Acceptable or Unacceptable.

• Past Performance will be evaluated as Acceptable, Unacceptable, or Neutral.

• Price will be evaluated for fairness and reasonableness.

• This acquisition is a set-aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSBs).

• NAICS Code: 238220 (Plumbing, Heating, and Air-Conditioning Contractors).

• Size Standard: $19 Million.

• Offerors must be certified SDVOSBs listed in the SBA certification database at the time of offer submission.

• Offerors must sign the Limitation on Subcontracting Certificate and submit it with their offer.

• Electronic submission of quotes is preferred.

• Offerors must be registered in SAM and have a Unique Entity Identification (UEI).

Solicitation / RFP / RFQ

This is a solicitation for commercial items prepared in accordance with FAR Part 13 (Simplified Acquisition Procedures) for Chiller Maintenance and Repair Services in support of the Iowa City VA Health Care System.

• The solicitation details contract line items, quantities, and units of measure within the attached documentation.

• Additional requirements are also listed within the attached solicitation document.

• Not specified in the provided text.

• This announcement constitutes the only solicitation, and quotes are being requested.

• Technical questions are due via email only to emanuel.nevarez@va.gov by 13:00 CST on 04-03-2026.

• Quotes are due to the Contracting Office via email to emanuel.nevarez@va.gov by 13:00 CST on 04-07-2026.

• Offerors are responsible for ensuring their quotes are received in their entirety before the closing date and time.

• This procurement is a set-aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSBC).

• The North American Industry Classification System (NAICS) code is 238220 with a size standard of $19 Million.

• Prospective offerors must be registered and current in the System for Award Management (SAM) database at the time of offer.

• Quotes will only be accepted from responsible contractors.

• Solicitation Number: 36C26326Q0278

• The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2025-06.

• The attached document is titled "S02 36C26326Q0278.docx".